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Imagine pouring all your effort into driving potential attendees to your event’s registration form.
But when they get there, they leave. No sign-ups, no conversions, just drop-offs.
What’s going wrong?
Drop-offs during event registration are a common frustration for event planners. According to Formstory, more than 60% of people abandon a form if it is too complicated. That means you could lose more than half of your potential attendees before they even complete the first step.
So, how do you handle event registration to avoid this?
This blog compiles some common event registration mistakes that drive registrants away and actionable ways to fix them.
By streamlining your registration process, you can make a strong first impression, collect valuable attendee data, and ensure a smooth experience from sign-up to event day.
Complicated registration forms are one of the major reasons why people drop out. Here are potential event registration mistakes that complicate forms from an attendee’s point of view.
It is very easy to get tempted to ask too many questions in the form. But from an attendee’s point of view, more questions mean more effort. This is why the longer the form is, the more likely people will drop off.
We ran a poll on LinkedIn to understand the biggest turn-off for people during registration. The results made it clear that having a lot of fields is the biggest deterrent.
How to Fix It
A well-structured form helps ensure a smooth experience from the start. Instead of asking for plenty of information and scaring people away, ask yourself what the most important data points you must collect are. Based on that, prepare a simple registration form with only the essential event registration questions.
For small-scale events like a webinar, minimum fields like name, email, and ticket type are enough.
For large-scale events, like an international leadership summit, you may need to ask more questions to personalize the experience. However, keeping the form as concise as possible is important to avoid overwhelming attendees.
Event registration expert Leanne Velky, in our conversation on the Epic Events Podcast, suggested keeping registration questions under 25. She noted that longer forms tend to frustrate attendees and may lead to drop-offs.
Additional details like dietary restrictions or session preferences can be collected through post-registration emails.
Imagine filling out 25 fields, unsure how much is left, and giving up, only to realize later that just five more fields remained.
The pain is real. On a lighter note, this is how it would feel.
The crux here is that if you do not show people their progress throughout the registration experience, they will feel demotivated and leave.
Instead of using one long form, break it into sections with related fields grouped. For example, personal info → ticket selection → payment.
Plus, incorporate progress bars that update people about the length of the form they’ve filled out and how much remains.
This way, people know exactly where they are, how much longer it will take, etc. This keeps them hooked until they press that submit button.
Difficult event registration form fields can confuse users, especially when they include technical terms or unclear instructions, making the form harder to complete.
For example, a form might have a mandatory field labeled “Comments” without any context. Does it refer to dietary preferences, special requests, or something else?
Another issue is the use of industry-specific jargon or abbreviations that not everyone understands. For instance, a form might ask for a “TIN” instead of clearly stating “Tax Identification Number.”
Dropdown menus can also be unclear. A field might ask users to select their “Department” without specifying if it refers to their workplace division or academic major.
Even CAPTCHAs, while useful for security, can sometimes feel like a puzzle. If they’re too difficult to read or solve, they can slow down the process.
To prevent confusion as to what a field requires, use inline guidance to help users. You can add brief instructions, such as “Enter any dietary preferences (e.g., vegetarian, gluten-free)”, directly below or within the field as placeholder text.
If a field could have multiple meanings, clarify it. Instead of a generic “Department” label, specify whether it refers to a workplace division or an academic major. Adding brief explanations ensures users select the right option without second-guessing.
For CAPTCHAs, opt for user-friendly verification methods. Image selection or a simple “I’m not a robot” checkbox is much easier to complete than distorted text puzzles. If security is necessary, keep it as simple as possible.
Finally, highlight the required fields. Use an asterisk (*) or a label like “Required” so users don’t have to guess which fields they must fill out. Small improvements like these make the registration process smoother and reduce frustration.
If you’re not using conditional logic in your forms, people will see event registration questions that aren’t relevant to them.
For example, there would be different sets of questions for people registering for a general ticket vs. people signing up for a VIP ticket.
But showing all kinds of questions to everyone and expecting them not to fill out those that aren’t relevant to them makes the process complicated and unnecessarily difficult.
Ensure you only show those event registration questions that are relevant to the individual filling out the form. You can do this by building dynamic forms that use conditional logic. Design different registration paths for different kinds of people registering.
For example, you ask if someone needs accommodation. If they select “Yes,” the form will reveal more fields—like hotel options or room preferences. If they say “No,” those fields stay hidden.
Test each registration path to ensure a smooth experience before launching your form.
According to Statista, more than 60% of internet traffic comes from mobile phones. There’s a high chance that people are accessing your registration form through their mobiles. This is why your form must be mobile-ready.
Here are some common usability issues in registration forms on mobile.
Form fields are not mobile optimized, which makes registration a frustrating experience.
Many registration forms are not designed to adapt to different screen sizes. In such situations, people have to zoom in and pinch their screen left and right, up and down, to fill different fields. This makes the process feel clunky and discourages users from continuing.
It is also a common issue where a form has buttons so tiny that tapping them becomes a nightmare. If users struggle to tap the right fields or checkboxes, they’ll make mistakes, get annoyed, and possibly abandon the form altogether.
Many event planners believe left-aligned labels improve readability and form completion, but that’s not always true. While left-aligned labels can work in some cases, they often force users to scan back and forth, slowing them down.
Ensure all the fields are easy to tap with a mobile-friendly layout. Ideally, the form should be in a single-column format so that people can easily fill it up with their thumbs.
Use top-aligned labels to keep the user’s eye moving in a straight line. This makes the form easier to scan and complete.
Make buttons large enough for easy tapping and use drop-downs or autofill options to simplify data entry.
If a registration page takes more than a few seconds to load, many users won’t wait. They’ll simply leave. Slow speeds are often caused by large images, too many unnecessary scripts, or poor mobile optimization.
Every extra second of loading time dramatically increases the chance that a potential attendee will drop off.
Compress images, eliminate unnecessary scripts, and use caching techniques to ensure fast performance.
Many mobile users expect the convenience of one-click payments through Apple Pay, Google Pay, or digital wallets. If your registration form only accepts traditional credit card entry, some users may abandon the form rather than go through the hassle of manually entering card details on their phones.
Integrate Apple Pay, Google Pay, and PayPal for a frictionless checkout experience.
Some forms have pop-ups or overlays for additional information, such as pricing breakdowns or terms and conditions. If these elements aren’t optimized for mobile, they might cover critical parts of the form or be impossible to close. This leads to a frustrating, dead-end experience where users feel stuck.
Once the form is ready, test it on different screen sizes and browsers to see if there are any usability issues. If the pop-ups or overlays are not working well on phones, then consider removing them.
Testing the form holistically for any other issues is also important. You can ask a few colleagues or event volunteers to complete the form and give feedback. Plus, once the form is rolled out, you can use heat maps and analytics to track where drop-offs occur. This will give you clarity about the points of complexity in the form, if any.
When creating a registration form, the focus should be on the user’s convenience. The less work a registrant has to do, the better it is. However, these mistakes lead to an opposite experience:
People fill out forms that collect basic information like name and email address all the time. They expect an event registration form to automatically retrieve this data from their browser. When event registration form fields pre-filled functionality is missing, users have to enter the same details repeatedly, which adds unnecessary effort.
The same goes for payment details. Having to enter them manually every time can make checkout feel tedious.
Allow browsers to autofill common fields like name, email, and payment details. This makes it quick and frictionless for the user.
If people are losing all their progress after a slight technical glitch, which happens quite often, then there is a problem. You cannot expect people to fill in all the information all over again.
Enable auto-save functionality in your form so users can pick up where they left off if they exit intentionally or accidentally.
Why would someone want to fill out a long registration form when a faster option exists? Without social sign-in options (like Google, LinkedIn, or Facebook), attendees are forced to manually enter their information, increasing frustration and the risk of typos.
Give users the option to register using their existing Google, LinkedIn, or Facebook accounts. This not only makes registration faster but also helps you collect verified information, leading to more accurate data for you. It’s a win-win!
Imagine someone attending your event last year and deciding to return. If they have to start from scratch instead of having their information prefilled, it’s an instant annoyance.
If someone has registered for your events before, don’t make them start from scratch. Use cookies or an integrated CRM system to remember returning users and prefill their details. A smoother process means a higher chance of repeat attendance.
How do you handle event registration if the event is paid? With a good ticketing system.
However, if your ticket selection and pricing page isn’t designed well, you might be losing attendees before they even finalize their purchase.
People might tolerate minor errors when filling out their info, but ticketing is different. It’s more sensitive. Here are some common mistakes event planners make when it comes to ticketing.
Having different ticketing tiers is a great idea, as long as there is a clear distinction between each category. If you’re not showing added value for each ticket tier, attendees might get confused as to which category best suits their needs.
Clearly define each ticket type with a side-by-side comparison. You can differentiate what is included in each tier through bullet points or a table. This makes it easier to scan and make a decision about which ticket type suits one’s needs the best.
Add-ons are a great way to level up the event experience, think VIP seating, exclusive networking sessions, or cool merch. But if they’re not presented clearly, they can end up confusing attendees.
For example, not making it obvious what’s included in the base ticket and what’s extra. If people have to guess whether something’s part of their package or an add-on, they might just give up.
Clearly label what’s included in the base ticket and what’s extra. Use bullet points or a simple table to break it down. Add short descriptions to highlight the value of each add-on. Show a preview, like an image of VIP seating or merch, to help attendees decide.
Many attendees register as part of a team or company. If there’s no discount or bundled package, they look for alternatives or negotiate directly. This adds an unnecessary step in the process, adding a lot of friction.
Make it a rule to offer discounts for bulk registrations and make it easy for organizations to book multiple tickets at once. Allow them to choose different ticketing tiers for different people and varying add-ons. Give them the freedom to make customized packages for a group with ease.
People want to know their options in case their plans change. If refund policies are buried in fine print or missing, potential attendees might hesitate to commit.
Display refund policies in an FAQ section or near the checkout page. Make it easy to understand the deadlines and conditions.
By making your ticketing page clear, flexible, and user-friendly, you reduce friction and boost conversions.
Registration for the event should be straightforward, and the payment process should never be a hurdle.
But too often, rigid payment options and security concerns make attendees hesitate or abandon their registration altogether. Here are common mistakes event planners make when it comes to dealing with payments.
Not everyone wants to pull out their credit card. Some prefer PayPal, Apple Pay, Google Pay, or even cryptocurrency. If you only offer one or two outdated payment methods, you’re making it harder for attendees to complete their registration.
Aim for a 100% success rate when it comes to accepting payments. This can be made possible if your registration form supports a variety of options, including credit/debit cards, digital wallets, and PayPal, to make checkout as smooth as possible.
vFairs provides comprehensive registration solutions, supporting more than 30 payment gateways.
Sometimes, payments fail. Maybe it’s a temporary bank issue, an expired card, or an internet hiccup. If your system doesn’t automatically retry failed transactions or notify users to try again, you could be losing registrations unnecessarily.
Set up a workflow that automatically retries failed payments after a short delay or notifies users with a quick reattempt option. This ensures that a small glitch or a hiccup in tech or on the service provider’s side doesn’t block your way toward any conversions.
Some parts of your registration form are like background music. You don’t notice them when they’re there, but the moment they’re missing, something feels off.
Security signals are one of those things. If your form doesn’t clearly show that payments are safe, like mentioning SSL encryption or secure payment gateways, people will hesitate before entering their card details.
Use SSL encryption, partner with trusted payment processors, and display security badges prominently so attendees know their data is safe. The easier and safer the payment process feels, the more registrations you’ll secure.
If you ask for a lot of personal information up front, such as your home address or ID number, people get super hesitant to share it. This is because they do not see the relevance of it at a stage as early as registration.
When requesting sensitive details, clearly state why they are needed and how they will be used. For example, if you ask for a date of birth to verify age eligibility for an event, mention it explicitly. Adding a short explanation next to the field or linking to a privacy policy reassures users and builds trust.
Registration is more than just getting people to sign up. It’s about ensuring they stay excited all the way to the event. If you don’t keep attendees engaged from the moment they register, their excitement can fade, which increases the chances of no-shows. Signing up doesn’t guarantee they’ll remember or stay interested.
To keep engagement high, it’s important to avoid these three common mistakes event planners often make:
If attendees don’t receive a confirmation immediately, they might wonder if their registration even went through. Without this reassurance, they may lose trust in the process or even forget about the event entirely. Worse, if they’ve made a payment and don’t receive a receipt right away, they might worry about whether the transaction was successful.
As soon as someone registers, send an email or SMS confirming their spot. This should include ticket details, payment confirmation, event date and time, location (or virtual access details), and any key instructions they might need.
You can automate these workflows through an event tech solution like vFairs, or a CRM like HubSpot.
These days, people live by their digital calendars. If an event isn’t on there, it might as well not exist. But surprisingly, many event planners forget to include an easy “Add to Calendar” option. Without it, people are more likely to forget about the event or accidentally double-book themselves.
Provide simple, one-click calendar buttons for Google and Outlook so attendees can easily add the event to their schedule.
There is so much happening in people’s personal and professional lives that it’s easy for your event to slip their minds. A lot of event planners send a single confirmation email and think they’re done for good.
The key to staying on the top of their minds is consistency. Consistency in communicating, consistency in engaging, and consistency in maintaining a connection.
Keep the momentum going with a drip email campaign that guides attendees from registration to post-event engagement. Start with a welcome email right after they register to confirm their spot and build excitement. A follow-up email a few days later can provide key details or highlight important event features.
As the event approaches, send a reminder email two days before with logistical information like venue maps, check-in instructions, and parking details. Finally, after the event ends, follow up with a thank-you email to express appreciation and encourage further engagement.
After successfully registering, the last thing attendees want is to waste time standing in long lines at the check-in counter. A slow, outdated check-in process can start the event on a frustrating note, making attendees impatient and setting a negative tone for their experience. Unfortunately, many event organizers repeat these check-in mistakes.
If check-in is handled manually, long lines can build up quickly, especially for large events. No one enjoys waiting, and delays can lead to a chaotic start.
Manual entries mean typing everyone’s names individually into a system, verifying IDs, and checking printed lists, which is a big drag. Don’t forget the room for human errors like misspelled names or duplicate entries.
Instead of manual check-ins, let attendees scan a QR code from their phone to check in instantly. You can incorporate self-service kiosks that allow people to print badges or verify registration without staff intervention. This will make the process quick and easy for you and the attendees as well.
Leading event tech providers like vFairs offer comprehensive registration solutions with smooth check-in options like QR code check-in, facial recognition check-in, etc.
Apart from that, to speed up the check-in process, you can fast-track VIPs, speakers, and exhibitors with priority lanes or dedicated check-in staff to enhance their experience.
Not everyone keeps track of confirmation emails or printed tickets. If there’s no quick way to retrieve their details, staff will spend extra time searching, leading to bottlenecks at check-in.
Allow attendees to store their tickets in Apple Wallet, Google Pay, or a dedicated event app. This ensures they always have their ticket on hand without the need to sift through hundreds of emails.
A contactless check-in process makes for a smoother event kickoff. This ensures attendees start their experience on a high note rather than a frustrating one.
A smooth event management registration process sets everything in motion, like knocking down dominoes. When done right, it makes communication, check-ins, and event planning easier.
The final domino? Data. A well-structured registration helps you collect quality data, making it easier to stay in touch and analyze your decisions.
Here are some common mistakes event planners make with data and post-event tasks.
Your event doesn’t end when the last session wraps up, its impact continues long after. However, without a centralized database, keeping track of attendees, engagement levels, and post-event feedback becomes difficult.
Consider using an all-in-one event management software that captures all registrant details, attendance status, and engagement metrics to ensure that no data slips through the cracks. This way, you’re not only executing an entire event through a single software but also collecting all the data in one place.
If you don’t have clear attendance records, you can’t segment your audience effectively. This means you might send follow-ups to people who never showed up while neglecting those who were highly engaged.
Connect your event data with your CRM. With the right and updated data, you can segment attendees accurately. This way, you can send personalized follow-ups based on attendee behavior
If you don’t reach out after the event, you’re letting valuable connections fade away. Attendees expect event recaps, exclusive content, or even discount offers for future events. Without this follow-up, you miss out on turning attendees into long-term community members or customers.
Send surveys to gather feedback, share event highlights, and offer next steps (such as upcoming events, exclusive content, or special offers). A timely follow-up keeps attendees engaged and strengthens your event’s impact.
Registration for the event isn’t just about collecting attendee details. It’s about creating a smooth, hassle-free experience from the very first click. We’ve covered some of the most common event problems and solutions, from overcomplicated forms and lack of mobile optimization to poor data management and missing follow-ups.
The good news? Each of these issues has a simple fix.
By leveraging automation, AI-powered tools, and a mobile-first approach, you can eliminate friction points, reduce no-shows, and make the registration process easy for both you and your attendees.
Using the right event registration software can not only streamline this process but also help you drive engagement, improve attendee retention, and gather insights that fuel future events.
Don’t let small mistakes cost you big opportunities. Book a demo with vFairs today and see how effortless event registration can be!
Match the field size to the input type. For example, short for names and long for addresses. Test on different devices for readability.
It speeds up registration, reduces errors, and improves user experience, especially for returning attendees.
A single column is easier to scan, reduces mistakes, and works better on mobile.
Use an asterisk (*) or “Required” label, and provide real-time error messages for missing fields.
Use a “Show Password” toggle, display requirements upfront, enable real-time validation, and offer secure passwordless login options.
An event registration form should collect essential details like name, contact info, ticket type, and session preferences. You should also include secure payment options, consent checkboxes, and a clear confirmation message.
Fiza Fatima
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